Procurement Card Reallocation

Transcription

1 Procurement Card Reallocation Reference and Training Guide Kuali Financial Systems Belongs to: Version

2 Table of Contents Fundamentals...1 Distribution Period... 3 Business Rules... 4 General Rules... 4 Distribution Rules... 4 Account Number Edits... 4 Object Code Edits... 4 Transaction Amount Edits... 5 Reallocation Rules... 5 Allowable Fund Groups... 5 University Allowable Object Codes... 5 Library Allowable Object Codes... 5 Reports... 6 Document Layout... 7 Viewing Procurement Card Reallocation edoc Details... 8 Level 2 Data... 8 Level 3 Data... 9 Length of Procurement Card Reallocation edocs... 9 Special Features Accounting Lines Tab Transaction Section Creating an MRD Dispute Button Transaction Notes and Attachments Tab Attaching Receipts to a Procurement Card Reallocation edoc Size and File Type Restrictions for Attachments Procedure for Adding Attachments Routing of Procurement Card Reallocation edocs Reallocator Roles Approving a Procurement Card Reallocation edoc i

3 KFS Procurement Card Reallocation Reference and Training Guide Fundamentals NOTE: For basic information about using the Kuali system at USC, please see the separate document titled Kuali Basics: Reference and Training Guide, which can be accessed on-line here: < This guide discusses the Procurement Card Reallocation edoc, which is a Kuali system workflow designed primarily as a reallocation tool. It enables authorized USC employees to ensure that procurement card transactions are reallocated from a specific card s default account number and object code to other account numbers and object codes. This edoc can also be used to identify charges that the cardholder wants to dispute. Be careful not to confuse the Procurement Card Reallocation edoc with the Procurement Card estatement, which enables cardholders to receive the statement of their procurement card transactions via their action lists in the form of an edoc. For information about the estatement, please see the Procurement Card estatement Reference and Training Guide, which can be accessed here: < Unlike other financial transaction documents in the Kuali system, the Procurement Card Reallocation edoc is generated automatically in a batch mode based on an electronic feed of posted transactions from the university s procurement card issuer. For this reason, the Financial Main Menu tab does not include any procurement card links other than those used to generate reports. Instead, Procurement Card Reallocation edocs are accessed via the action list. The Procurement Card Reallocation edoc is routed to the assigned reallocator for the default account assigned to the card. Assigned reallocators use the Procurement Card Reallocation edoc to accomplish one primary task: reallocate procurement card charges by distributing them to account numbers or object codes other than the default account number and object code associated with the card. Secondary or convenient (but not required) tasks include: Entering text in the Business Purpose field for a transaction Attaching a receipt to a transaction Creating an MRD (Missing Receipt Declaration) for a transaction Identifying charges that the cardholder wants to dispute When the assigned reallocator selects a procurement card transaction from the action list, KFS displays that Procurement Card Reallocation edoc. There is one document (edoc) for each procurement card. The Transaction Credit Card Number field identifies the procurement card to which the edoc belongs. Each Procurement Card Reallocation edoc lists all transactions processed against the card during a single statement cycle. On the Procurement Card Reallocation edoc, reallocators may make changes to any transaction, as necessary. The reallocator has the option to route the edoc to an additional approver for reallocation. 1

4 KFS Procurement Card Reallocation Reference and Training Guide In most cases, if you make an error on the edoc, your errors are noted on-screen only after you click an action button that forces a save of your changes to the edoc. If errors are created while you are splitting a transaction on the Accounting Lines tab or adding an attachment on the Notes and Attachments tab, then error messages will be displayed after you click the add button on the right-hand side of the new line item. If errors are created while you are working in fields that do not modify a line item, then error messages will be displayed after you click save, approve, send to ad hoc recipient, or return to previous. NOTE: When you open a Procurement Card Reallocation edoc, if you want to return to the screen you were viewing previously, DO NOT use your browser s Back button (or a Go Back command) if other options are available at the bottom of the screen. In some instances, using the Back button could result in an error requiring you to exit your browser and start over. Instead, if you want to leave a Kuali screen, click either the button to close the currently displayed page without saving any changes you have made there, or the button to close a page on which you have made no changes. You can also click the button to revert to the most recently saved version of the document. If those buttons are not available, you can use the Back function in your browser. 2

5 KFS Procurement Card Reallocation Reference and Training Guide Distribution Period There is a standard 5-day distribution period during which procurement card transactions can be reallocated. The reallocator has 5 days to reallocate and approve the Procurement Card Reallocation edoc. Each day, items approved that day post overnight to the General Ledger. Each day, items without approval, but for which the 5-day distribution period is complete, post overnight to the General Ledger. When an additional approver is involved, the distribution period increases to eight (8) days. The extra 3 days apply only if an additional approver is identified in the workflow routing. (For more information, see Routing of Procurement Card Reallocation edocs on page 16.) The total approval period for the additional approver is 8 days minus the time taken by the first approver. When an additional approver is involved, if the first approver does not approve the Procurement Card Reallocation edoc by the end of the 5-day approval period, that edoc advances to the additional approver overnight at the end of the fifth day. Each day, items fully approved by all approvers in the workflow post overnight to the General Ledger. Each day, items that have multiple approvers and are not fully approved, but for which the 8-day distribution period is complete, post overnight to the General Ledger. 3

6 KFS Procurement Card Reallocation Reference and Training Guide Business Rules General Rules 1. Total transaction amounts cannot be changed. 2. Total statement amounts cannot be changed. 3. Transaction totals cannot be changed. 4. Negative amounts are allowed when needed to accommodate credits given against prior transactions. 5. Procurement Card Reallocation edocs cannot be disapproved or canceled. 6. Procurement Card Reallocation edocs automatically post to the General Ledger after the pre-set approval period expires. 7. Procurement Card Reallocation edocs cannot be selected from the Main Menu tab. Distribution Rules 1. You may split a single transaction into multiple transactions for reallocation. 2. You may distribute a single transaction across multiple Fund Groups. 3. In most instances, you may not reallocate transactions out of your 5-digit Organization Code. (There are a few exceptions to this rule for specific reallocators.) 4. The Keck School of Medicine may reallocate transactions to one or more 10-digit Organization Codes, as defined in their profile. Account Number Edits 1. Account number must already exist. 2. Account number must be active. 3. Account number MUST NOT begin with 10. Object Code Edits 1. Object Code must exist. You cannot create new object codes from this screen. 2. Object Code must be active. Object Codes are activated and deactivated by administrative function. 4

7 KFS Procurement Card Reallocation Reference and Training Guide Transaction Amount Edits 1. Transaction Amount must be greater than or less than $0.00. KFS does not allow entries of $0.00 (zero dollars and zero cents). 2. All distributed transactions must have the same +/ sign as the original total transaction amount of which they are part: If the original transaction amount is negative, the sum of the new distributed transaction amounts must also be negative. Additionally, each of the distributed transactions must be negative. If the original transaction amount is positive, the new distributed transaction amount must be positive. Reallocation Rules The sum of distributed transaction amounts must equal the original total amount of which they are part. Allowable Fund Groups CU (Accts beginning with 11 18) CR CE CG CP CPF CSL CSLF CA CAP PCAH PCPS PCSR PCPP University Allowable Object Codes Library Allowable Object Codes

8 Reports Two reports carry over from the university s legacy system: Procurement Card Transactions Available for Allocation Report Procurement Card Transactions Reallocated Report Has date range control to limit report size You can find the links to access these reports on the Financial Main Menu tab, in the Reports menu, listed under Purchasing/Accounts Payable (see the following screen example). Both reports give you the option to save them as.pdf or.xls files. 6

9 Document Layout Along with the standard tabs included on all edocs, the Procurement Card Reallocation edoc (see Figure 1) has two additional tabs found on financial transaction edocs Accounting Lines and General Ledger Pending Entries plus a Transaction Notes and Attachments tab, and a unique Transaction section on the Accounting Lines tab. For information about the five standard tabs (Document Overview, Capital Edit, Notes and Attachments, Ad Hoc Recipients, and Route Log), please see the Kuali Basics: Reference and Training Guide. NOTE: The Capital Edit tab is not currently used. Figure 1 Procurement Card Reallocation edoc 7

10 Viewing Procurement Card Reallocation edoc Details On any edoc screen in KFS, you may find display-only fields in which the text is underlined. The underlining identifies text that is coded as a hyperlink, which indicates that there are details available for viewing. Click the underlined text to view details in a new window. Figure 2 Accounting Lines tab, Transaction section hyperlinks Level 2 Data Level 2 data is sometimes referred to as standard data. It includes the smallest group of data allowed to execute an electronic financial transaction. Level 2 data may be detailed when it includes details for non-transaction items, such as credit card numbers (see Figure 3) and vendors (see Figure 4). Figure 3 Procurement Card: Transaction Credit Card Number details 8

11 Figure 4 Procurement Card: Transaction Vendor Name details Level 3 Data Level 3 data includes Level 2 data plus transaction line-item details. Level 2 Data Level 3 Data Standard Information credit card number & expiration date, billing address, ZIP code, and invoice number. Customer Code Sales Tax Line-item Details product or service ID, product or service description, item amount, unit of measure, etc. Length of Procurement Card Reallocation edocs The length of a Procurement Card Reallocation edoc can vary because each document will include a separate transaction line for each of the transactions that were processed against the associated Procurement Card during the statement cycle. However, no more than 200 transactions can be listed in a single edoc. In the example shown in Figure 5 (see following page), notice that there is a break in the document between Transaction Line Number 4 and Transaction Line Number 35. This Procurement Card Reallocation edoc example has 36 transaction lines, and therefore the entire edoc would not fit on a single page in this user guide. 9

12 Standard Transaction Data Level 3 Transaction Data Figure 5 Procurement Card Transaction Detail History with Level 3 Data 10

13 Special Features Accounting Lines Tab Transaction Section Unlike most other Kuali document types, the Procurement Card Reallocation edoc opens with the Transaction section expanded and already partially completed with pre-populated Chart, Account Number, and Amount fields on the Accounting Lines tab. Each procurement card transaction is presented in its own numbered section. The accounting information is based on transaction data uploaded from USC s procurement card issuer. Figure 6 Accounting Lines tab, showing Transaction section with Accounting Lines subsection The Transaction section lists information about all the transactions posted for this card during this statement cycle. Most of the Transaction section is display-only; it cannot be edited, except for the Business Purpose field. When you first open a Procurement Card Reallocation edoc from your Action List, it appears as shown in Figure 6 (above). Transaction details are visible along with the create MRD button (circled in the figure). Table 1. Transaction section definitions and actions Title Transaction Credit Card Number Card Holder Name Description Display-only. Shows the credit card number for the transaction. Click the underlined credit card number to open a new window that displays Procurement Card Holder Detail. Display-only. Shows the name of the card holder. 11

14 Title Transaction Date Vendor Name Business Purpose Attachments Description Display-only. Shows the date the purchase was made. Display-only. Shows the name of the vendor from whom the goods were purchased. Click the underlined vendor name to open a separate window that displays vendor detail. Optional. Enter text relevant to identifying the item or its purpose. In nearly all cases, the Procurement Card Reallocation edoc is viewed before the procurement card user has had a chance to address his or her estatement. Therefore, in nearly all cases, the Business Purpose field will be empty when you open a Procurement Card Reallocation edoc. Text entered in this field via the Procurement Card Reallocation edoc may be overwritten by users on the estatement edoc. Text entered in this field via the estatement edoc cannot be overwritten by users on the Procurement Card Reallocation edoc screen. Display-only. This drop-down list enables you to view the names of any attached files. Action button. Opens a blank MRD (Missing Receipt Declaration) edoc. For additional information, see Creating an MRD on page 13. Action button (only displayed if an MRD is attached to the edoc). Opens the attached MRD in a new browser window (or tab). Action button (only displayed if an MRD is attached to the edoc). Deletes the attached MRD. Transaction Total Amount Transaction Reference Number Display-only. Shows the amount of the purchase. Display-only. Shows the card issuer s transaction number. Click the underlined transaction reference number to open a separate window that displays the procurement card transaction detail. Action button. Opens a new browser window (or tab) displaying a page on the website of USC s procurement card issuer, where transaction charges can be disputed. (See Dispute Button on page 14.) 12

15 Creating an MRD You have the option to add a Missing Receipt Declaration (MRD) to a transaction listed in a Procurement Card Reallocation edoc if a copy of the receipt for that transaction cannot be attached. If you want to add an MRD for a listed transaction, click the button. This will open a new window displaying a Missing Receipt Declaration edoc partially populated with information relevant to the transaction number on the Procurement Card Reallocation edoc. To complete the MRD, follow the action steps that accompany the tab descriptions in the table that follows Figure 7, and click the button when you are ready to submit the MRD edoc Figure 7 Missing Receipt Declaration edoc tabs and actions NOTE: The action steps in this table correspond to numbers thru in Figure 7 (above). Tab on MRD edoc Document Overview tab Action Steps 1. Required. Enter a description of the transaction in the Description field. You can only enter 40 characters, so limit your entry to the most important information that can be used to identify this transaction easily when it appears on a report. 2. Optional. Enter an Explanation of the transaction. You can use this field to continue your entry of information that would not fit in the Description field, or for additional comments. 3. Org. Doc #: This field is not currently used by USC. 13

16 Tab on MRD edoc Edit Missing Receipt Declaration tab Notes and Attachments tab Ad Hoc Recipients tab Route Log tab Action Steps 4. Required. Enter an Item Description on the Edit Missing Receipt Declaration tab. 5. Required. Select one of the radio buttons to indicate the Receipt Status as Lost, Never Received, or Other. NOTE: If you selected Other for the Receipt Status, enter a description in the text field labeled Please specify reason if other. 6. Required. Read the MRD declaration and click the check box to affirm that you have read and understand the MRD policy. 7. No action is necessary for these tabs: a. If you opt to use the Notes and Attachments tab, refer to Size and File Type Restrictions for Attachments on page 15 of this guide. b. No action required unless you want to send a copy of your MRD to another user for review. c. Display-only. Shows pending and completed routing for the MRD. Unless you add Ad Hoc Recipients, it is not likely that you will see any routing information displayed. Dispute Button In some instances, there may be Procurement Card transactions that the cardholder wants to dispute. The button in the Transaction section of the Accounting Lines tab opens a new browser window (or tab, depending on your browser settings) displaying a corporate card services page at the website of USC s procurement card issuer. Follow the instructions on the vendor s website for entering a dispute of transactions charged to the Procurement Card. When you have finished with the dispute declaration, close the browser window (or tab) and return to your Procurement Card Reallocation edoc in KFS to continue your tasks there. 14

17 Transaction Notes and Attachments Tab This tab on the Procurement Card Reallocation edoc is a customized version of the standard Notes and Attachments tab. It enables users to attach files to selected transaction line items. Attaching Receipts to a Procurement Card Reallocation edoc For most KFS edocs, notes and attachments are added to an entire document. On a Procurement Card Reallocation edoc, receipts are attached to selected transactions within the edoc. To facilitate this, the Associate with Transactions column displays a list of the transactions included on the Procurement Card Reallocation edoc. Figure 8 Transaction Notes and Attachments tab on a Procurement Card Reallocation edoc Size and File Type Restrictions for Attachments Maximum file size for edoc attachments: 40 MB Allowable file types for edoc attachments:.pdf,.jpg/.jpeg,.gif,.tif/.tiff,.doc/.docx (See this web page for a more complete list, including some less common file types.) When scanning a document that you will attach to an edoc, be sure to scan it in black & white with the resolution set to 300 dpi. (Files scanned in color or at higher resolutions may be too large.) Procedure for Adding Attachments If you elect to use the Transaction Notes and Attachments tab, follow these steps: 1. Use the check boxes in the Associate with Transactions column to identify the transaction (or transactions) with which the attached file is to be associated. 2. Click the button next to the Attached File field to search your hard drive or the network for the desired file. The full path of the file that you have selected will appear in the Attached File field, but it is not yet attached. If you need to change your selection to a different file, click the small button just below the Attached File field. When that field is empty again, click the button once more to locate the other file that you want to attach. 3. Click the button in the Actions column to attach your file to the transaction(s) you have selected. 15

18 Routing of Procurement Card Reallocation edocs Procurement Card Reallocation edocs are initiated by the system and automatically routed to the assigned reallocators for the default account on the transaction. The assigned reallocators may change the account(s) on the Procurement Card Reallocation edoc to accounts belonging to other assigned reallocators. Reallocator Roles Procurement card reallocators may be assigned either of two roles: Reallocator Reviewer receives the Procurement Card Reallocation edoc first for review, and submits it for approval. A user with this role can change Object Codes and accounts to be charged for transactions on the procurement card before submitting the edoc for approval. Reallocator Approver Reviewer receives the Procurement Card Reallocation edoc for review and approval after it is approved by the Reallocator Reviewer. A user with this role can also change Object Codes and accounts before approving the edoc, or can return the edoc to the Reallocator Reviewer for changes. Once the edoc has been approved by the Reallocator Approver Reviewer, the transactions in the edoc will post to the General Ledger. Most reallocation approvals involve just one approver. However, because the transactions charged to a procurement card can be associated with multiple Organization Codes, there may be two or more approvers involved, depending on which Organization Codes they are authorized to access. The reallocator has the option to route the edoc to an additional approver for reallocation. The workflow routing of a Procurement Card Reallocation edoc is illustrated in Figure 9. Notice that each phase of review and approval shown in the workflow is classified as optional. This is because there is a set distribution period during which procurement card transactions can be reallocated, and the Procurement Card Reallocation edoc will continue to move through the workflow regardless of whether changes or approvals are made. By the end of the distribution period, if no changes have been made, the original transaction charges will post to the General Ledger as approved. For more details, refer to Distribution Period on page 3. When the transactions are posted to the General Ledger, the document enters Final status in Kuali, where it is retained for reference and audit. 16

19 Figure 9 Diagram illustrating Procurement Card Reallocation edoc workflow 17

20 Approving a Procurement Card Reallocation edoc The following are the steps to be followed by reallocators responsible for approving procurement card transactions. This set of actions is also referred to as Procurement Card Reallocation. 1. Click the button located in the upper left-hand area of the Financial Main Menu screen. Your Action List will be displayed. Figure 10 Procurement Card transactions in the Action List of an assigned reallocator. 2. In the Title column of the Action List, locate any Procurement Card Reallocation edocs awaiting action. (All procurement card transactions awaiting your review for possible reallocation appear in your Action List with APPROVE in the Action Requested column.) 3. Click on the document number in the Document ID column to open the Procurement Card Reallocation edoc that you want to reconcile. The selected Procurement Card Reallocation edoc is displayed. 4. Optionally, on the Accounting Lines tab, enter the Business Purpose for the transaction. 5. Optionally, if you DO NOT have a receipt for any transaction listed in the Procurement Card Reallocation edoc, click the button to create a Missing Receipt Declaration. (See Creating an MRD on page 13.) 6. Modify the information on the Accounting Lines tab as needed. The reconciliation process might include the following activities: Change the Object Code from the default object code to one that accurately reflects the charge incurred. Make account redistribution decision and change as needed. 18

21 You can also add additional accounting lines to divide transactions between several accounts. 7. Optionally, use the dispute button to locate information about contacting the Procurement Card issuer regarding a specific transaction. Disputes or discrepancies must be referred to the card issuer s online dispute process, as described earlier in this guide (see Dispute Button on page 14). A credit arising from a disputed transaction will appear as a negative amount in the Procurement Card Reallocation edoc once the dispute is resolved. NOTE: The Procurement Card Reallocation edoc cannot be disapproved. 8. Optionally, use the Transaction Notes and Attachments tab to add any relevant notes or attach supplemental files. Attachments may include scanned receipts and written explanations of the charges. The Notes field is where you can enter text that clarifies a charge, explains the distribution, provides a reminder to approvers, or provides other information relevant to this Procurement Card Reallocation edoc. (For instructions on adding attachments, see Attaching Receipts to a Procurement Card Reallocation edoc on page 15.) 9. Optionally, use the Ad Hoc Recipients tab to manually route this Procurement Card Reallocation edoc to persons or groups not included in the standard routing for the document. Ad Hoc recipient action requests include ACKNOWLEDGE, APPROVE, and FYI. If giving your approval to the Procurement Card Reallocation edoc is dependent upon a response from someone who is not currently included in the workflow routing, then list all of your intended Ad Hoc recipients and click the button. 10. Review the Route Log tab. The Procurement Card Reallocation edoc should be shown to have been routed to the assigned reallocator, with a Route Status of ENROUTE. 11. Appropriate organizational reviewers must approve the document. To move the Procurement Card Reallocation edoc along the intended route, you must send it ahead or back: Click the button to send the Procurement Card Reallocation edoc ahead to the next node in the document route. An alternative to approving the document is to send the Procurement Card Reallocation edoc back to the previous node on the document route. Click the button if you want to perform this action. 19